rinafcode · RUKAYAT-CODER · Sep 28, 2026 · Sep 28, 2026
diff --git a/Governance/policies/STALE_PRS.md b/Governance/policies/STALE_PRS.md
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+# Stale PR Policy
+
+**Document:** `Governance/policies/STALE_PRS.md`
+**Status:** Active
+**Last Updated:** 2026-09-28
+**Owner:** Maintainer Team
+
+---
+
+## Purpose
+
+This policy defines what makes a pull request stale, the steps taken to nudge an author back into action, and the conditions under which a stale PR is closed. The goal is to keep the pull-request queue clean and actionable without discouraging contributors.
+
+---
+
+## Scope
+
+This policy applies to all pull requests opened against `rinafcode/teachLink_backend`, regardless of target branch.
+
+---
+
+## Staleness Threshold
+
+A pull request is considered **stale** when it has received **no activity for 30 calendar days**. Activity includes:
+
+- A commit pushed to the PR branch.
+- A comment left by the author or any reviewer.
+- A review submitted (approve, request changes, or comment).
+- A label change by a maintainer.
+
+The 30-day window restarts every time any of the above activities occurs.
+
+---
+
+## Nudge Steps
+
+When a PR becomes stale, the following sequence is followed:
+
+### Step 1 — Automated Stale Label (Day 30)
+
+The `status: stale` label is applied to the PR. An automated comment (or a maintainer comment) is posted:
+
+> *"This PR has been inactive for 30 days. It has been marked as stale. If you are still working on this, please leave a comment or push a new commit within 14 days to keep it open. If no activity is recorded, the PR will be closed on [date = Day 44]."*
+
+### Step 2 — Maintainer Review (Day 37)
+
+If there is still no activity 7 days after the stale label is applied, a maintainer checks whether:
+
+- The PR is blocked by something outside the author's control (e.g., an unresolved dependency).
+- The PR could be taken over by another contributor.
+- The PR should be closed without merge.
+
+The maintainer documents their assessment in a comment.
+
+### Step 3 — Closure (Day 44)
+
+If there is no activity for **14 calendar days** after the stale label is applied (44 days total since last activity), the PR is **closed** with the following comment:
+
+> *"Closing this PR due to inactivity. The branch and commits are preserved — please feel free to reopen or open a new PR when you are ready to continue. Thank you for your contribution."*
+
+The `status: stale` label remains on the closed PR for historical filtering.
+
+---
+
+## Exceptions
+
+The following situations prevent the stale policy from applying:
+
+| Situation | Action |
+|---|---|
+| PR is labelled `status: on hold` | Stale timer is paused until the hold is lifted |
+| PR is labelled `status: blocked` | Stale timer is paused; maintainer must document the blocker |
+| PR is a draft (`Draft` state in GitHub) | Stale policy does not apply until converted to ready |
+| PR is actively being reviewed | Stale timer restarts on each review action |
+
+---
+
+## Reopen Path
+
+A closed stale PR may be reopened by:
+
+1. The original author, if the branch still exists and no conflicts have arisen.
+2. Any contributor, by opening a **new PR** referencing the original.
+
+When reopening or creating a replacement PR, the author should:
+
+- Rebase onto the latest `main`.
+- Resolve any review comments that were previously raised.
+- Mention the original PR number for context (e.g., *"Replaces #456"*).
+
+There is no penalty for having a PR closed as stale. Contributions are always welcome.
+
+---
+
+## Maintainer Responsibilities
+
+- Review the stale PR list as part of the weekly backlog review.
+- Do not close PRs without leaving a clear, friendly closure comment.
+- Consider whether a stale PR can be reassigned before closing.
+- Ensure the `status: stale` label is removed if activity resumes before closure.
+
+---
+
+## Metrics
+
+Maintainers should track the following monthly:
+
+- Number of PRs marked stale.
+- Number of stale PRs closed vs. rescued (activity resumed).
+- Average age of closed stale PRs.
+
+High stale rates may indicate onboarding friction, unclear contribution guidelines, or overly complex review requirements.
+
+---
+
+## Related Documents
+
+- `Governance/policies/REVIEW_SLA.md` — Review SLA policy
+- `Governance/processes/TRIAGE.md` — Issue triage process
+- `Governance/LABEL_TAXONOMY.md` — Label definitions including `status: stale`
+- `CONTRIBUTING.md` — General contribution guidelines
diff --git a/Governance/processes/ROADMAP_GOVERNANCE.md b/Governance/processes/ROADMAP_GOVERNANCE.md
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+# Roadmap Governance Process
+
+**Document:** `Governance/processes/ROADMAP_GOVERNANCE.md`
+**Status:** Active
+**Last Updated:** 2026-09-28
+**Owner:** Maintainer Team
+
+---
+
+## Purpose
+
+This document defines how the TeachLink Backend public roadmap is proposed, approved, updated, and communicated. A transparent roadmap process helps contributors understand where the project is heading and how they can align their contributions with strategic priorities.
+
+---
+
+## Scope
+
+This process applies to all roadmap planning activities for `rinafcode/teachLink_backend`.
+
+---
+
+## What Is the Roadmap?
+
+The roadmap is the set of prioritised themes, features, and improvements planned for future milestones. It is not a binding delivery commitment — it is a directional guide that reflects current priorities.
+
+The roadmap lives as a GitHub project board and/or a `Governance/ROADMAP.md` file (updated quarterly). Both surfaces must stay in sync.
+
+---
+
+## Roadmap Proposal Process
+
+### Who Can Propose Roadmap Items
+
+Any contributor or maintainer may propose a roadmap item by:
+
+1. Opening a GitHub issue labelled `type: feature` or `type: improvement` and `needs: discussion`.
+2. Describing the problem, proposed solution, and expected impact.
+3. Optionally proposing which milestone or quarter it belongs to.
+
+### Proposal Review
+
+Proposals are reviewed by maintainers during the **quarterly roadmap session** (see cadence below). Between sessions, high-impact proposals may be fast-tracked at the project lead's discretion.
+
+Proposal outcomes:
+
+| Outcome | Action |
+|---|---|
+| **Accepted** | Added to roadmap with a target milestone; issue labelled `status: triaged` |
+| **Deferred** | Acknowledged but not scheduled; labelled `status: on hold` |
+| **Declined** | Closed with a clear explanation of why it is out of scope |
+
+---
+
+## Approval Process
+
+Roadmap items are approved by the following quorum:
+
+| Decision type | Required approvers |
+|---|---|
+| Add or remove a roadmap item | Project lead + 1 maintainer |
+| Change the target milestone of an existing item | Any 1 maintainer |
+| Publish a new quarterly roadmap | Project lead |
+| Archive a past roadmap item | Any 1 maintainer |
+
+All roadmap approval decisions must be documented as a comment on the associated issue or as a commit to `Governance/ROADMAP.md`.
+
+---
+
+## Roadmap Cadence
+
+| Activity | Frequency | Owner |
+|---|---|---|
+| Quarterly roadmap planning session | Once per quarter (first week of Jan, Apr, Jul, Oct) | Project Lead |
+| Roadmap review and update | Monthly (first Monday) | Maintainer team |
+| Roadmap published / communicated to community | After quarterly session | Project Lead |
+| Individual item status update | When milestone is opened or closed | Assigned maintainer |
+
+---
+
+## Roadmap Communication
+
+After each quarterly roadmap session, the project lead must:
+
+1. Update `Governance/ROADMAP.md` (if it exists) with the new set of priorities.
+2. Post a summary in the [Telegram community](https://t.me/teachlinkOD).
+3. Optionally publish a GitHub Discussions post for broader visibility.
+
+The communication must include:
+
+- Themes and features targeted for the upcoming quarter.
+- Any items removed or deferred from the previous quarter and why.
+- How contributors can get involved (which issues are open for pickup).
+
+---
+
+## Roadmap Structure
+
+Each roadmap entry should capture:
+
+| Field | Description |
+|---|---|
+| **Title** | Brief, descriptive name of the item |
+| **Status** | `Planned` / `In Progress` / `Completed` / `Deferred` |
+| **Target milestone/quarter** | When it is expected to be worked on |
+| **Priority** | `High` / `Medium` / `Low` |
+| **Issue link** | Link to the GitHub issue |
+| **Owner** | Assigned maintainer or `unassigned` |
+| **Description** | 1–3 sentence explanation of the problem and value |
+
+---
+
+## Changing the Roadmap
+
+The roadmap may be updated at any time, but changes must follow the approval requirements above. Ad-hoc changes between quarterly sessions must be documented with a reason.
+
+Roadmap items must not be silently removed. Any removal must include a comment on the associated issue explaining the decision.
+
+---
+
+## Roles and Responsibilities
+
+| Role | Responsibility |
+|---|---|
+| **Project Lead** | Sets strategic direction; approves quarterly roadmap; communicates roadmap publicly |
+| **Maintainer** | Reviews proposals; manages milestone assignments; updates roadmap entries |
+| **Contributor** | Proposes items; picks up roadmap issues; keeps assigned items progressing |
+
+---
+
+## Related Documents
+
+- `Governance/processes/MILESTONE_GOVERNANCE.md` — How milestones are created and managed
+- `Governance/processes/TRIAGE.md` — How new issues are triaged into the roadmap
+- `Governance/LABEL_TAXONOMY.md` — Labels used in roadmap proposals
+- `CONTRIBUTING.md` — General contribution guidelines